Course Objectives

On completion of the course, participants should be able to:

1. Explain the roles, responsibilities, and essential skills of personal assistants, secretaries, and administrative professionals in modern office management.
2. Apply effective office management principles, communication techniques, and administrative procedures to improve workplace efficiency.
3. Develop and implement appropriate records management policies, filing systems, retention schedules, and records disposal procedures.
4. Utilize ICT tools, computer systems, databases, and electronic records management techniques to maintain accurate, secure, and accessible information.
5. Demonstrate effective supervisory, organizational, and managerial skills to coordinate office personnel, manage meetings and events, and prepare for career advancement.

Course Modules

Module 1: Office Management and the Role of the Secretary/Personal Assistant

• Types and roles of the PA/Secretary
• Personal attributes, skills, and work relationships
• Office environment, layout, design, equipment, and facilities
• Functions and principles of management
• Supervision of office personnel and preparation for promotion

Module 2: Administrative Procedures, Communication and Office Operations

• Business letters, memos, emails, forms, and reports
• Effective oral, written, visual, and electronic communication
• Incoming and outgoing mail management
• Filing systems, data, and information management
• Reception duties, appointments, meetings, minutes, and travel arrangements
• Conference management, event coordination, and logistics

Module 3: Records Management and Information Systems

• Key concepts, policies, and justification for records management
• Principles of records management
• Records retention, disposition schedules, and scheduling
• Electronic records, databases, and application of ICT in records and archive management
• Records centres, reformatting, and vital records management
• Confidentiality, access control, and data security

Module 4: Records Governance, Compliance and Professional Development

• Forms, directives, and reports management
• Records disposal and destruction procedures
• Legal requirements, subpoenas, and court orders relating to records
• Disaster preparedness, response, and recovery
• Health, safety, and professional conduct in the office
• Leadership, supervision, adapting to change, and career advancement

Course Methodology

1. Interactive Presentations: Facilitator-led sessions to explain key concepts, principles, and best practices in office administration and records management.
2. Case Studies: Practical analysis of workplace scenarios involving office management, records handling, confidentiality, and administrative challenges.
3. Group Discussions and Exercises: Collaborative activities to strengthen problem-solving, communication, supervisory, and decision-making skills.
4. Practical Demonstrations: Hands-on exercises involving filing systems, electronic records, office documentation, meeting management, and administrative procedures.